Administrative Assistant

Job Description:

This in-office Administrative Assistant will provide administrative support to Kokosing's Leadership and Estimating team.

Duties and Responsibilities:

• Assist in preparation of bid documents as a supplement to the Estimating Administrator as required.
• Assist Purchasing Estimators with quote solicitation including outreach, tracking responses, and receiving and filing quotes.
• Maintain compliance management for active projects as needed.
• Manage execution of new project contracts - signatures, obtain insurance, bonds and other required documents.
• Schedule and coordinate arrangements for company Management, Operations and other meetings and record detailed minutes of those meetings as requested.
• Prepare and handle confidential information, including correspondence, reports and other company documents.
• Perform time entry and calendar management.
• Receive and coordinate approval of mileage, expense and reimbursement requests.
• Schedule and arrange conference calls and meetings.
• Make travel arrangements and prepare expense reports.
• Receive clients and guests, and maintain good public relations with them.
• Prepare and proofread correspondence, memoranda, and other documents.
• Organize charity donation efforts, retirement celebrations, and misc. events.
• Arrange and manage catering services for office meetings, including internal meetings.
• Coordinate and perform general office administration functions, including ordering supplies and obtaining office equipment troubleshooting/repair.
• Perform miscellaneous filing and clerical tasks.
• Fill in for corporate office receptionist on assigned days/times for fielding of incoming calls and welcoming of visitors.

Knowledge, Skills and Abilities:

• Excellent writing, spelling, grammar, and proofreading skills
• Possess Microsoft Office and SharePoint skills
• Typing (50+ wpm)
• Ability to organize, prioritize, and produce quality work
• Ability to effectively multi-task
• Excellent interpersonal communication skills, both verbal and written
• Adaptable to changing demands from multiple people
• Detail and deadline oriented
• Punctual and self-motivated to complete assignments in a timely manner

Education and Experience:

• High school diploma or equivalent experience required.
• Previous experience as an administrative assistant is required.
• Experience in Executive level support preferred.